205-CPH-Alternate Sites o~s lin o~er an o mes
Hr. Frank Fafson. City Manager
City of Sanford ..........
Post Office Box 1778 -
Sanford, Florida 32772-1778
Re: Contracts:
Sludge Handling Facility CPH# 50602.14
Incremental Sewer Co11. System Rehab - CPH# S0602.15
Core Sewer Co11. System Rehab - CPH# S0602.16
Dear Mr. Faison:
The contract basis for compensation on each of the abovelisted
projects is defined as the allowable and allocable cost of
direct labor dollars expanded in completing the scope of work,
plus an amount for indirect cost, overhead and fringe benefits.
These amounts are expressed as a percentage for billing
purposes. The percentages currently being used on these
projects are 39.ll~ for Fringe Benefits and 105.15% for General
and Administrative Overhead.
These percentages are referred to as provisional rates and the
contract states they may be revised for billing purpo.ses by
mutual consent, at the request of either party.
.We periodically review these Fringe and G&A rates to determine
if adjustments are warranted. Because of major increases in
professional liability insurance and other overhead increases,
our current Fringe and G&A rates are somewhat higher than those
in effect at the inception of our contracts for these projects.
While we are not requesting an amendment to these contracts or
to the budgets and cost ceilings at this time, we did want to
let you know that we are monitoring the situation for possible
submission to the Cityat a future date if we determine that it
is conclusively needed. We hope it will not be needed.
If you have any questions, please let us know.
Sincerely,
CONKLIN PORTER AND HOLMES-ENGiNEERS, INC.
Cal Conklin, P.E.
President
BCC/js
cc: Bill Simmons - Director of Planning and Engineering ~..
May 14, 1986
Mr. Frank fA. Faison
City Manager
City of Sanford
P. O. Box 1778
Sanford, FL 32772-1778
RE: Sanford Alternate Site Studies for Effluent Disposal
CPH Job No. S0609.18
Dear Frank:
We are enclosing astatement from March 22, 1986 through May 2,
1986 for the subject project. The total of the statement for
the period is $16,859.68. Of that amount, approximately $430 is
out-of-pocket expenses, and approximately $6,200 is for outside
consultants. The outside consultants include Environmental
Services & Permitting, Inc., which was mostly engaged in
analysis of the Naked Place site; Applled Technology &
Management, Inc., whose work also was mostly for the Naked Place
site, but included a project meeting which discussed additional
sites; and Ardaman & Associates, Inc., whose services included
field work and office work for the Osceola site and office
analysts work on some of the other sites. These outside
consultant invoices, being processed through our office, are not
through the same period as the Conklin, Porter & Holmes labor,
as indicated on the statement. There has been additional work
by these outside consultants plus we will be getting a bill from
Seaburn & Robertson, Inc. regarding the well injection work that
they did and presented to St. Johns River Water Management
District and the District Office of the Dept. of Environmental
Regulation.
Our April 8, 1986 letter to you requested an interim
authorization up to $30,000 with an understanding that
incremental additions would be required from time to time, and
with the further understanding that detailed studies on any
sites would bediscussed with you and Mr. Simmons prior to their
authorization. We believe we are keeping the City well advised
of total project progress and costs and are performing only that
work which is necessary to advance the project. We estimate
that an additional incremental authorization of $2S,000 up to a
total authorization of approximately $5B,000 should cover the
more general, initial site investigation and alternative related
work which has been ongotng. The work has also) included overall
treatment and other system proposals, preparation, evaluations
Conklin/a4~orter and Holmes
ENGINEERS, INC.
and meetings. Part of the $25,000 has already been spent by
sotls boring, ground penetrating radar and our work after the
time period shown on the statements enclosed. Zt is our
intention to prepare actual individual stte authorizations for
the additional site specific, 201 Revision and other work we are
now starting, and to present those estimates and contracts to
you rather than continuing to charge time and expenses to this
more general overall tnvesttgattve number now that the. Scope ts
becoming more defined. The work has been so indefiniteto date
and the need so urgent, that we have not been able to pin down
the contractual arrangements.
If the above is satisfactory with you, please indicate by
stgntng in the space provided, and return one copy of this
letter for our' files.
We will be pleased to discuss any of this with you at your
request.
Thank you.
Very truly yours,
CONKLIN, PORTER & HOLMES-ENGINEERS, INC.
Paul E. Porter, P. E.
PEP:pat
5/14 L1P
CITY OF SANFORD
)~ A Fai , City Manager
ra4dc~ . son
Date
April 8, 1986
Mr. Frank A. Faison
City Manager
City of Sanford
P. O. Box 1778
Sanford, FL 32772-1778
RE: Alternate Site Studies
CPH Job No. S0602.18
Dear Frank:
We are enclosing a statement for services from the beginning of
the job through March 21, 1986. The statement is in the amount
of $16,192.77. A little over half of that amount is for outside
consultants which include Environmental Services and Permitting,
Inc., a Gainesville firm which has been examining sites from the
standpoint of effluent to wetland areas; Ardaman & Associates, a
soils exploration firm which has been examining potentials of
different sites for percolation; and Applied Technology &
Management, Inc., a Gainesville firm which has been assisting
mostly with hydrology of potential wetlands sites. The work of
examining the potential of a number of sites is ongoing and we
are aware that there are, at present, additional expenses from
outside consultants for which we have not yet received bills and
are therefore not included in this billing from us.
We had written to you earlier (copy of letter enclosed)
indicating that we were pursuing these alternate site studies,
and an initial estimate of $10,OOO to $15,000 was given to you.
Due to the number of sites that we are examining, and the
variety of possible solutions, that previous estimate has been
exceeded, and we would suggest and request an additional interim
authorization up to $30,000 at this time with an understanding
that costs for further detailed studies on any particular site
would be discussed with you and Mr. Simmons prior to authorizing
extensive soil borings and other studies, and that we would seek
incremental additions to this authorization from time to time as
necessary.
4/8/86
Mr. Frank A, Fatson
City of Sanford
Page 2
If this is satisfactory, please indicate your concurrence by
signing and returning one copy of this letter for our files.
Thank you.
Very truly yours,
PEP:pat
Enclosures (as stated)
4/8 L3P
Frank A. Faison, City Hanager
City of Sanford, Florida
t:oP, k' .. Porter and HoBmoB
March 3, 1986
Mr. Frank Faison, City e4anager
City of Sanford
P 0 Box
Sanford, Florida 3277~-1778
Re: e t
C P .D
~. -
Dear Frank:
This will confirm our recent discussion concerning the Clty's
verbal authorization to proceed with Alternate Site Effluent
Disposal Studies at two or more locations. The work will
include, preliminary engineering, soils, wetlands, and overland
flow expertise as well as hydraulic analysis so that we might
investigate these sites to have something more concrete to
discuss with the FLorida DER as to the acceptability of these
sites.
We have gone ahead with these alternate site studies and will
continue to expeditiously do so. The estimate I:discussed with
you was $10,000 $15,000 and you verbally authorized us to
proceed at that time.
Please indicate your concurrence by signing and returning one
copy of this letter for our files.
Thank you.
Sincerely,
CONKLIN PORTER AND HOLMES-ENGINEERS, INC.
President
BCC/js
Authorization to Proceed with A1/ternate Site Studies
BY:r~an~aison, City ~.anager